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Team & audit trail

Contractor Compliance Collaboration & Audit Trail

TrackMyVendor helps contractors, property managers, and HOAs manage vendor compliance across multiple team members. Assign roles, track compliance actions, maintain an audit trail, and keep subcontractor insurance, licenses, COIs, and W-9 records organized in one shared system.

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Why compliance needs more than one person

Vendor compliance isn't a solo job. Office managers, project managers, and owners all touch the process. Without shared access and accountability, things slip through the cracks.

Only one person has access to compliance data, creating a bottleneck and single point of failure
No record of who added, changed, or deleted vendor information
Auditors ask for proof of compliance changes and you have no documentation trail
Shared login credentials make it impossible to know who did what

How TrackMyVendor keeps your team aligned

Invite team members in one click

Send an email invitation and your colleague gets access within minutes. Invitations are valid for 14 days and can be resent if needed. No complex onboarding — just enter their email and go.

Role-based permissions

Organization Owners have full control: manage team members, configure insurance requirements, update settings, and handle subscriptions. Members can view and work with all vendor data without accidentally changing critical settings.

Complete activity audit trail

Every action is logged with who did it and when: vendor additions, license verifications, document uploads, project changes, and compliance notifications. The color-coded timeline makes it easy to scan — green for additions, blue for updates, red for removals.

Organization-wide compliance settings

Set default insurance coverage requirements, configure alert notification windows (90, 60, 30, and 7 days), and manage your team — all from a single settings page that only owners can modify.

Who benefits from team collaboration?

Companies where office staff and project managers both handle compliance
Organizations that need audit-ready documentation of compliance decisions
Growing teams that need to onboard new staff into compliance workflows
Property management firms and HOA boards with multiple decision-makers

Frequently asked questions

How many team members can I invite?
Team invitations are available on paid plans. There is no hard limit on the number of team members — invite as many colleagues as you need.
What's the difference between Owner and Member roles?
Owners have full control: they can invite team members, modify organization settings (insurance requirements, alert windows), and manage the subscription. Members can view and work with all vendor, license, and document data but cannot change settings or invite others.
What actions are tracked in the activity log?
Every significant action is logged: adding or removing vendors, verifying licenses, uploading or deleting documents, creating or modifying projects, and compliance notification events. Each entry shows who performed the action and when.
Can I use the activity log for audits?
Yes. The activity log provides a timestamped, user-attributed record of every compliance action. This gives you a clear chain of custody for vendor documentation and compliance decisions — exactly what auditors look for.

Get your team on the same page

Shared access, clear roles, and a full audit trail. Compliance is a team sport.

Start your trial — invite your whole team

No credit card required

Explore More

Vendor Management

Organize all your contractors in one place

Project Management

Group vendors by project or job

Compliance Scoring & Reports

Track compliance scores and export reports

Alerts and Reminders

Get notified before documents expire

Contractor Onboarding

Onboard subcontractors without the back-and-forth

General Contractor Compliance Software

Subcontractor compliance software for GCs — licenses, COIs & W-9s

Plans & Pricing

View plans and start your free trial